Court Clerk, District and County Courts - District Clerk - J01080 - 35300

About the role

Under the direction of an Assistant Principal or assigned supervisor, perform varied clerical and secretarial support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at a school site or assigned District office.

Responsibilities

• Greet and assist visitors;
• Affirm smooth and efficient office operations.

Attendance Assignments

• Perform duties related to attendance accounting and record-keeping at an assigned school site;
• Provide for accurate reporting for daily attendance of students;
• Distribute and collect daily attendance sheets;
• Receive absence information from teachers and prepare initial verified daily master absence list;
• Process and verify student absence information from parents, teachers and others;
• Issue admittance forms to students who are late or are returning after an absence;
• Type a variety of correspondence and reports related to student attendance or discipline including School Attendance Review Board reports, notifications to parents of truancies frequent or excessive absences and related maters;
• Collect homework requests;
• Initiate and complete student drops.

School Office Assignments

• Affirm varied clerical and secretarial support duties in support of an assigned Assistant Principal or assigned supervisor involving frequent and responsible public contacts;
• Establish and maintain various records, logs and files for school office functions such as student counseling activities, testing, graduation;
• Inventory, order, receive, store and distribute office, classroom and school supplies, materials and equipment;
• Follow-up with vendors concerning missing or incorrect orders;
• Estimate and order graduation materials such as diplomas, caps and gowns, senior portraits and other related items.

District Office Assignments

• Sort and file materials according to established procedures;
• Establish, maintain and purge departmental records, logs, inventories and various files;
• Attend and assist in the coordination of a variety of meetings and events related to assigned activities;
• Maintain rosters, schedules, and activity calendars as assigned;
• Receive, sort and distribute departmental mail;
• Take, transcribe and distribute minutes of meetings as directed;
• Provide clerical assistance to other departments and secretarial staff as necessary.

Registrar Assignments

• Type, file request and send cumulative student records to and from other schools according to established procedures;
• Process requests for transcripts from outside of the District;
• Create and maintain student cumulative files;
• Input student grades and post report cards;
• Participate in student registration activities;
• Affirm assistance to parents with proper completion of forms;
• Maintain related records and process paperwork;
• Verify students live within District boundaries and.

All Assignments May Include

• Compose correspondence independently or from oral instructions;
• Type letters, reports, memoranda, contracts, legal documents, agendas, records, requisitions and other materials from straight copy, rough drafts or oral instructions, including materials of a confidential nature;
• Proofread and verify accuracy of documents;
• Prepare and distribute counselor calendars and schedules;
• Generate requested student lists and reports.

Additional Duties

• Take, transcribe and distribute minutes of meetings as directed;
• Provide clerical assistance to other departments and secretarial staff as necessary;
• Communicate with administrators, District and school staff and outside organizations regarding office operations, activities, supplies, policies and procedures and student information;
• Input a wide variety of information into computerized database and generate a variety of reports and lists;
• Affirm the timely distribution and receipt of a variety of records and reports;
• Request or provide information as necessary to assure completeness and accuracy;
• Maintain rosters, schedules and activity calendars as assigned.

Office Supplies and Equipment

• Invent, order, receive, store and distribute office supplies, materials and equipment;
• Communicate with vendors to obtain price quotes;
• Follow-up with vendors concerning missing or incorrect orders.

Assistance to Students

• Respond to inquiries and provide information regarding course histories, grade point average, lost schedules and work permits;
• Process work permits for students.

Office Equipment

• Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer and assigned software;
• Arrange for repairs of equipment as directed.

Training and Guidance

• Affirm assistance to students;
• Assist teachers and staff with preparing materials;
• Duplicate, collate, staple, bind and laminate various materials;
• Distribute materials as assigned.

Time Sheets

• Prepare time sheets or assist with recording and computing employee time sheets as assigned.

Other Duties

• Attend a variety of in-service trainings and meetings;
• Perform related duties as assigned.

Alternative/Adult Education Assignments

• May encompass elements from all areas above and those typically assigned to Attendance/Health Technicians on traditional school sites.

Teamwork

• Work as a team in School Offices.

Temporary Assignments

• Clerical/secretarial personnel may be asked to perform duties typically assigned to other classifications during the first weeks of school and in the absence of others.